800 BUILDINGS AND SITES

This series of the board policy manual sets forth the board objectives and goals for the school district's buildings and sites.  It is the goal of the board to provide sufficient school district buildings and sites for the education program.  The board will strive to provide an environment which will encourage and support learning.

 

In providing this environment the school district buildings and sites will accommodate the organizational and instructional patterns that support the education program.  The board has final authority to determine what is necessary to meet the needs of the education program.

 

It is the responsibility of the superintendent to oversee the day-to-day operations of the school buildings and sites and to notify the board of areas in need of improvement.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

800 Objectives of Buildings & Sites

801 Site Acquisition and Building Construction

801.1 BUILDINGS & SITES LONG RANGE PLANNING

As part of the board's long range plan for the school district's education program, the board will include the buildings and sites needs for the education program.  The long-term needs for buildings and sites will be discussed and determined by the board.

 

It is the responsibility of the superintendent to provide information including, but not limited to, enrollment projections and education program requirements to the board.

 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference: Iowa Code §§ 280.3, .12, .14; 297 (2013).

801.2 Buildings & Sites Surveys

The board may engage the services of consultants or other personnel to study the needs of the school district's buildings and sites in providing the education program.  The results of these services will be considered in planning the education program and in making decisions about the improvement and acquisition of additional buildings and sites.

 

It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference:          Iowa Code §§ 280.3, .14; 297 (2013).

801.3 Educational Specifications for Buildings & Sites

Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board and/or the board’s designee. 

 

Prior to remodeling or other construction of buildings and sites, the board may request a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites.  These specifications will be consistent with the education program, and they will provide the architect with the information necessary to determine what is expected from the facility.  It is within the discretion of the board to determine whether a committee is needed.

 

The education specifications will include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.

 

It is the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference:          Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (1960).

                                    Iowa Code §§ Ch 26; 280.3, .14; 297; 544A (2013).

1974 Op. Att'y Gen. 529.

801.4 Site Acquisition

Sites acquired by the board will meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program.  The board may meet in closed session to discuss potential purchases of specific sites in compliance with applicable laws.

 

It is the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.

 

 

Legal Reference: Iowa Code §§ 21.5(j); 297.

 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 6/14/2021

801.5 Bids and Awards for Construction Contracts

The board supports economic development in Iowa, particularly in the school district community.  Construction contracts will be made in the school district community or in Iowa from Iowa-based companies if the bids submitted are comparable in quality and can be received without additional cost in comparison to those submitted by other bidders.  The board will have the authority to approve or retain construction contracts.

Public, competitive sealed bids are required for construction projects, including renovation and repair, with a cost exceeding the statutory minimums required by law.  The public, competitive sealed bid requirement is waived in the case of emergency repairs when the repairs are necessary to prevent the closing of a school.  The AEA administrator will certify that the emergency repairs are necessary to prevent the closing of a school.  Administration will determine the process for obtaining quotes for projects below the competitive quote limit.

The award of construction contracts will, generally, be made to the lowest responsible bidder.  The board, in its discretion, after considering factors relating to the construction, including, but not limited to, the cost of the construction, availability of service and/or repair, completion date, and any other factors deemed relevant by the board, may choose a bid other than the lowest bid.  The board will have the right to reject any or all bids, or any part thereof, and to enter into the contract or contracts deemed to be in the best interests of the school district.

It is the responsibility of the superintendent to make a recommendation and the reason for it to the board for construction contract bids.  The board secretary or other board officer shall recommend, to the board, which bid to accept.

Date Board Adopted
Date Board Reviewed:  June 27, 2011
Date Board Reviewed:  June 18, 2013

Legal Reference:      Iowa Code §§ 72; 73; 73A.2, .18; 297.7-.8 (2011).

802 Maintenance, Operation and Management

802.1 Maintenance Schedule

The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair.  Employees should notify school administration and/or Director of Maintenance when something is in need of repair or removal, including graffiti.

 

It is the responsibility of the superintendent and the Director of Maintenance to maintain the school district buildings and sites. 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference: Iowa Code §§ 279.8; 280.3, .14 (2013).

802.2 Requests for Improvements

Generally, except for emergency situations, requests for improvements or repairs are made to the superintendent by school administration and/or the Director of Maintenance. 

 

 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference: Iowa Code §§ 279.8; 280.3, .14 (2013).

 

802.3 Emergency Repairs

 

In the event of an emergency requiring repairs, in excess of the state limit, to a school district facility are necessary to correct or control the situation and to prevent the closing of school, the provisions relating to bidding will not apply. 

 

It is the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs in excess of the state limit were necessary to prevent the closing of school.

 

It is the responsibility of the superintendent to notify the board as soon as possible considering the circumstances of the emergency.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference: Iowa Code §§ 26.3, 280.3, .14; 297.8 (2013).

802.4 Capital Assets

 

The school district will establish and maintain a capital assets management system for reporting capitalized assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law; to improve the school district's oversight of capital assets by assigning and recording them to specific facilities and programs and to provide for proof of loss of capital assets for insurance purposes.

 

Capital assets, including tangible and intangible assets, are reported in the government-wide financial statements (i.e. governmental activities and business type activities) and the proprietary fund financial statements.  Capital assets reported include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment.  Capital assets reported in the financial reports will include individual capital assets with an historical cost equal to or greater than $2500.  The Federal regulations governing school lunch programs require capital assets attributable to the school lunch program with a historical cost of equal to or greater than $500 be capitalized.  Additionally, capital assets are depreciated over the useful life of each capital asset. 

 

All intangible assets with a purchase price equal to or greater than $150,000 with useful life of two or more years, are included in the intangible asset inventory for capitalization purposes.  Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation.  If there are no legal, contractual, regulatory, technological or other factors that limit the useful life of the asset, then the intangible asset needs to be considered to have an indefinite useful life and no amortization should be recorded.

 

Phase III districts, as determined under GASB 34, will not retroactively report intangible assets.  If actual historical cost cannot be determined for intangible assets due to lack of sufficient records, estimated historical cost will be used.

 

This policy applies to all intangible assets.  If an intangible asset that meets the threshold criteria is fully amortized, the asset must be reported at the historical cost and the applicable accumulated amortization must also be reported.  It is not appropriate to “net” the capital asset and amortization to avoid reporting.   For internally generated intangible assets, outlays incurred by the government's personnel, or by a third-party contractor on behalf of the government, and for development of internally generated intangible assets should be capitalized.

 

The capital assets management system must be updated regularly to account for the addition/acquisition, disposal, relocation/transfer of capital assets.  It is the responsibility of the superintendent to count and reconcile the capital assets with capital assets management system on June 30 each year.

 

It is the responsibility of the superintendent to develop administrative regulations implementing this policy.  It will also be the responsibility of the business manager to educate employees about this policy and its supporting administrative regulations.  

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference: Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).

802.5 Buildings $ Sites Adaptation for Persons with Disabilities

The board recognizes the need for access to its buildings and sites by persons with disabilities.  School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district.  Renovated and new buildings and sites will be accessible to persons with disabilities.

 

It is the responsibility of the superintendent or superintendent’s designee to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference:          29 U.S.C. §§ 621-634 (2012).

                                    42 U.S.C. §§ 12101 et seq. (2012).

Iowa Code chs. 104A; 216 (2013).

802.6 Vandalism

The board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program.  Users of school district property will treat it with care.  Employees discovering vandalism should report it to the building principal as soon as possible.

 

Persons suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, if the person is under the jurisdiction of the school district, and may be reported to local law enforcement officials.  Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property will be reported to the local law enforcement authorities.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference: Iowa Code § 279.8 (2013).

802.7 Energy Conservation

In concert with the board's goal to utilize public funds in an effective and efficient manner, employees and students will practice energy conservation methods when utilizing the school district's buildings and sites.  These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon the weather.

 

It is the responsibility of the superintendent and/or the superintendent’s designee to develop energy conservation guidelines for employees and students.  Employees and students will abide by these guidelines.

 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference: Iowa Code §§ 279.44; 473.19-.20 (2013).

803 Selling and Leasing

803.1 Disposition of Obsolete Equipment

School property, such as equipment, furnishings, or supplies (hereinafter equipment), will be disposed of when it is determined to be of no further use to the school district.  It is the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.

 

Obsolete equipment or property other than real property having a value of no more than $25,000 will be sold or disposed of in a manner determined by the superintendent or superintendent’s designee. However, the sale of equipment, furnishings or supplies disposed of in this manner will be available to anyone in the public and published in advance in accordance with Iowa Law.

 

A public hearing will be held regarding the disposal of the equipment with a value of $25,000 or more prior to the board's final decision.  The board will adopt a resolution announcing the proposed sale or disposition and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution.  Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date unless otherwise required by law.  Upon completion of the public hearing, the board may dispose of the equipment.

 

It is the responsibility of the superintendent or superintendent’s designee to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district.

 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 9/13/2021

 

 

Legal Reference: Iowa Code §§ 24.9; 297.22-.25.

803.2 Lease, Sale or Disposal of School District Buildings & Sites

 

Decisions regarding the lease, sale, or disposal of school district real property are made by the board.  In making its decision the board will consider the needs of the education program and the efficient use of public funds.

 

Prior to the board's final decision regarding real property, a public hearing will be held.  The board will adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address.  Notice of the time and place of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date.  Upon completion of the public hearing, the board may dispose of the property.

 

If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code §§ 297.15-.25.

 

In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids will be taken.  If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.

 

In the case of the razing of a school district facility, in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.

 

The superintendent is responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property, including student-constructed buildings.  It will also be the responsibility of the superintendent to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference:          Iowa Code §§ 297.15-.25 (2013).

804 Safety Program

804.1 Facilities Inspections

Inspections will be completed on a regular basis by building custodians, administration, supervisors and/or maintenance staff of equipment, facilities, and grounds.  A work order shall be created by the person who found anything needing repair and/or replacement during their inspection.  A report of major repairs or replacements shall be shared with the board on an annual basis.

 

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference:          Iowa Code § 279.8 (2013).

804.2 Warning System and Emergency Plans

The school district will maintain a warning system designed to inform students, employees, and visitors in the facilities of an emergency.  This system is maintained on a regular basis under the maintenance plan for school district buildings and sites. 

 

Students are informed of this system according to board policy.  Each classroom and office will have a plan for helping those in need of assistance to safety during an emergency.  This will include, but not be limited to, students and employees with disabilities.

 

Licensed employees are responsible for instructing students on the proper techniques to be followed during an emergency.  It is the responsibility of the superintendent and/or building administration to develop administrative regulations regarding this policy.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

 

Legal Reference: Iowa Code § 100.31 (2013).

804.3 Bomb Threats

As soon as a bomb threat is reported to the administration, the school district facility should be cleared immediately.  A thorough search will be made by law enforcement officials.  Employees and students shall remain outside the school district facility until it is determined that danger no longer exists.

It shall be the responsibility of the superintendent to file a report or keep a report of each incident for the school district records.

Date Board Adopted:
Date Board Reviewed: June 27, 2011
Date Board Reviewed:  June 18, 2013

Legal Reference: Iowa Code § 279.8 (2011).

804.4 Asbestos Containing Material

 

Friable and nonfriable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed.  If there is a need to replace asbestos it will be replaced with nonasbestos containing materials.  Each school building will maintain a copy of the asbestos management plan.

 

The school district will annually notify, appoint and train appropriate employees as necessary.

 

Date Board Adopted: 6/27/2011

Date Board Updated/Reviewed: 2/26/2018

 

Legal Reference:          20 U.S.C. §§ 3601 et seq. (2012).

                                    40 C.F.R. Pt. 763.84 (2012).

            Iowa Code §§ 279.52-.54 (2013).

804.6 Use of Recording Devices on School Property

District-Generated Recordings

 

The district believes in the importance of providing a safe and enriching learning environment possible for its students.  The district uses digital recording devices on school property including school transportation vehicles to help protect the safety of district students, employees and community members; and to safeguard district property which is funded using public resources.  Additionally, district-generated recordings of students engaging in the district’s educational and extracurricular programs can be essential to engage positively with the school community and promote the value of public education.

 

In order to balance privacy and safety interests, no recording devices will be utilized on district property where individuals maintain a reasonable expectation of privacy.  These areas include but are not limited to: the school nurse’s office, restrooms, locker rooms, changing areas, lactation spaces and employee break areas.

 

Recordings of students have the potential to be considered education records.  Any recordings will be maintained and accessed in compliance with the requirements of the Family Education Rights and Privacy Act and the district’s policy on student records.  

 

Recordings will be digitally maintained and stored for an appropriate amount of time to maintain the safety of the educational environment and to safeguard district property, after which they will be destroyed.  The superintendent or superintendent’s designee will establish any necessary regulations related to the secure storage, maintenance, viewing and destruction of digital recordings.

 

Non-District Generated Recordings

 

The use of non-district owned recording devices on school property and at school events will be regulated.  Students, parents and community members will not be permitted to take recordings of other students or employees during school hours unless the recording is authorized in advance by building administration.  Students and employees found to violate this policy will be subject to disciplinary measures consistent with board policy and applicable student and employee handbooks.  This policy will not be construed or enforced in a way that infringes on employee activity otherwise protected by law.  

 

It is important to foster a community spirit and sense of unity within the district.  However, the district acknowledges that not every student or staff member feels comfortable or safe being recorded.  At district-sponsored extracurricular events and activities, the use of non-district owned recording devices by the public may be monitored by administration if a concern is made known to district administration by a student, employee or parent.  Any individuals determined to be making recordings considered bothersome to students or staff may be asked to stop or destroy their recording and may be asked to leave the event.  

 

 

Date Board Adopted: 9/13/2021

Date Board Updated/Reviewed: 9/13/2021

 

Legal Reference:           20 USC 1232

                                    Iowa Code §§ 279.8

804.6R1 Use of District Recording Devices on District Property Regulation

The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees.  District property includes district-owned land, buildings, vehicles, buses and any other property as needed.    The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding.

 

Student Records

 

The content of the recordings may be a student record subject to federal and state law, board policy and administrative regulations regarding confidential student records.  Generally, surveillance video that does not capture any specific incident is not a student record or personnel record and may be disclosed as a public record upon request.  Only those persons with a legal basis or legitimate educational purpose may view the recordings.  In most instances, individuals with a legitimate educational purpose may be the superintendent, building principal, classroom teacher, transportation director, bus driver, HR director and special education staffing team.  A parent may inspect, review or be informed of the content of the recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved.  The district may, but is not obligated by law to provide a copy of a recording to a parent or student upon request.  A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity.  If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.

 

Notice

 

The school district will annually provide the following notice to students, employees, and parents:

 

The Schleswig Community School District Board of Directors has authorized the use of recording devices on school district owned property.  The recording devices will be used to enhance safety and security within the educational environment.  Students, employees, and parents are hereby notified that the content of the recording may be used in a student or employee disciplinary proceeding.  The content of the recordings may be considered confidential student records and will be retained with other student records.  Recordings will only be retained if necessary for use in a student or employee disciplinary proceeding or other matter as determined necessary by the administration.  Parents may request to view the recording of their child.

 

The following notice will also be placed on all school buses equipped with recording devices:

 

This building/bus is equipped with a recording /audio monitoring system.

 

 

 

 

 

Review of Recording Devices

 

The school district will review the recordings when necessary, as a result of an incident reported by an employee or student.  The recordings may be re-circulated for erasure after 14 days.

 

If not public records, the viewing of the recordings is limited to the individuals having a legitimate educational purpose.  A written log, as appropriate, may be kept of those individuals viewing the recordings stating the time, name of individual viewing and the date the recordings was viewed.

 

Student Conduct

 

Students are prohibited from tampering with the recording devices on the school property.  Students found in violation of this regulation will be disciplined in accordance with the school district discipline policy and Good Conduct Rule and will reimburse the school district for any repairs or replacement necessary as a result of the tampering.

 

Employee Conduct

 

District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate.  Employees are prohibited from tampering with recording devices on school property.  Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies.

 

Date Board Adopted: 9/13/2021

Date Board Updated/Reviewed: 9/13/2021